Job summary
An exciting opportunity has arisen within the People Team for an Executive Assistant to the Chief People Officer/Deputy Chief Executive and Deputy Chief People Officer. This fixed term position is well suited to a well organised individual currently working in a PA/Executive Assistant role in an NHS organisation with hands on experience supporting an Executive Director. Alternatively, you may be an experienced administrator already working in the Trust.
Experience of working as a personal assistant at a senior level is essential. You will be highly motivated, with a proactive approach and keen to learn within your new environment. You will have excellent communication and interpersonal skills, with the ability to work with a wide range of people and as part of a team. You will be highly organised and methodical in your approach to your work, with demonstrable experience of working under pressure and meeting tight deadlines. You will also have the ability to deal with work of a confidential nature.
If you would like to discuss the role further, please do contact Alex Nestor, Deputy Chief People Officer, alex.nestor@ubhw.nhs.uk, via email in the first instance.
Main duties of the job
The postholder will be required to provide an efficient and comprehensive full PA service and provide administrative support to the wider senior people team. Some of the main responsibilities of the role include:
- Maintenance of the Chief People Officer and Deputy diaries, including arranging meetings and making appointments.
- Managing inboxes to ensure messages are dealt with in an efficient and timely way.
- Drafting and typing of letters and reports that require high levels of concentration in a busy office environment.
- Ensuring accurate meeting papers are produced and tight deadlines for submission are met.
- Organising workshops including booking rooms, catering, presentation equipment, liaison with presenters, drafting programmes and event management.
- To appropriately deal with all enquiries in a responsive and professional manner.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
Please refer to the JD attached to this vacancy for more information on the job description and main responsibilities.
Job description
Job responsibilities
Please refer to the JD attached to this vacancy for more information on the job description and main responsibilities.
Person Specification
Qualifications
Essential
- NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant previous experience
- Evidence of commitment to continuing personal development
- ECDL Trained/possess a MS office competency certificate or have equivalent level of experience
Desirable
- Formal typing/word processing qualifications (RSA II/III)
Knowledge and Experience
Essential
- Previous experience as an Executive Assistant to an Executive Director in a busy office / Experience working as a senior PA in a busy office
- Experience of working in an executive team environment supporting individual projects and administration
- Experience dealing with the public, Directors, Senior Managers both on the telephone and in person
- Knowledge of a full range of administrative and organisational policies and procedures
Desirable
- Previous experience of the NHS
Skills and Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Excellent Microsoft Office skills, with exceptional attention to detail
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships with internal colleagues and external colleagues / stakeholders
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
- Negotiating and networking skills
- Understanding of the sensitivity and confidentiality of much of the Executive Director of Strategy and Transformation's work and handling such work in an appropriate manner
Aptitudes
Essential
- A positive, friendly disposition and self-motivator
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenge and demonstrates resilience
- Genuine interest in the structure and work of the Trust and consequently in relationships with other organisations
- Forward thinking, innovative and proactive approach to work
Desirable
- Willingness to undertake training and develop additional skills
Person Specification
Qualifications
Essential
- NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant previous experience
- Evidence of commitment to continuing personal development
- ECDL Trained/possess a MS office competency certificate or have equivalent level of experience
Desirable
- Formal typing/word processing qualifications (RSA II/III)
Knowledge and Experience
Essential
- Previous experience as an Executive Assistant to an Executive Director in a busy office / Experience working as a senior PA in a busy office
- Experience of working in an executive team environment supporting individual projects and administration
- Experience dealing with the public, Directors, Senior Managers both on the telephone and in person
- Knowledge of a full range of administrative and organisational policies and procedures
Desirable
- Previous experience of the NHS
Skills and Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Excellent Microsoft Office skills, with exceptional attention to detail
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships with internal colleagues and external colleagues / stakeholders
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
- Negotiating and networking skills
- Understanding of the sensitivity and confidentiality of much of the Executive Director of Strategy and Transformation's work and handling such work in an appropriate manner
Aptitudes
Essential
- A positive, friendly disposition and self-motivator
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenge and demonstrates resilience
- Genuine interest in the structure and work of the Trust and consequently in relationships with other organisations
- Forward thinking, innovative and proactive approach to work
Desirable
- Willingness to undertake training and develop additional skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Trust Headquarters / St James' Court, Bristol / Remote
Bristol
BS1 3NU
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
